Practice Administrator

The administrator of the management team works with the physicians, managers, and supervisors to develop strategies, policies, and procedures, to accomplish the mission of the practice. Responsible for the daily operations of the practice.

Essential Job Responsibilities:

• Represents Richmond Allergy and Asthma Specialists in a positive and professional manner.
• Oversees the daily operation of all administrative functions. Ensures professional, accurate and prompt service to patients and employees.
• Meets with the physicians and management team regularly to discuss operations and procedures.
• Promote team ethics and professionalism.
• Recruits, interviews, hires staff and assists new employees through the onboarding process. Conducts counseling and carries out disciplinary action as needed.
• Monitors and approves staff time and attendance records.
• Works with vendors to set up new accounts, sign contracts and oversee services.
• Ensure professional, accurate and prompt service to patients and employees.
• Oversees payroll by reviewing timesheets, entering information to reflect staff’s hours of work, add/edit deductions for biweekly payroll. Process and run reports to reflect payroll costs.
• Maintain leased property and fixed assets of the building.
• Communicate with building owners regarding any changes, needs, concerns of the property and be available for walkthroughs, visits, and meetings.
• Manage the 401k participant data by entering in employer matches, participant elected contributions, and employee loan payments through the 401k provider site. Enters QNEC contributions. Provides data necessary for yearly compliance testing and submitting of prior forms.
• Works with information technology provider to address any needs/concerns with computers and office equipment. Approves any replacement devices needed.
• Communicates with our website, social media vendor to oversee the management and review data received from advertising and strategies to promote the practice and provide necessary information for the patients and community.
• Work with accounting firm/ bookkeeper to monitor the finances of the practice\ and provide information needed for assurance of tax compliance.
• Keep abreast of banking account balances and expenditures to assure practice is staying in budget.
• Communicates with software company to address needs, concerns, notify of problems with our allergy program and practice management systems.
• Assist areas of the office (front desk, medical records, lab, nursing, and business) with any issues or needs.
• Assure that physicians and providers have adequate insurance coverage for liability, overhead disability, and life insurance coverage by working with agents on these policies.
• Work with insurance payers to keep provider directories current and review newsletters and contracts. Sign renewal and compliance paperwork.
• Seek guidance from business attorney on any issues that arise related to patients, staff, or insurance payors.
• Oversee the care and maintenance of departmental equipment and supplies.
• Fulfill organizational responsibilities as assigned including respecting/promoting patient rights and sharing problems relating to patients and/or staff with immediate supervisor.
• Conduct, attend, and participate in team and departmental meetings.
• Maintains strictest confidentiality in accordance with HIPAA and Richmond Allergy and Asthma Specialists confidentiality policy.
• Represent Richmond Allergy and Asthma Specialists in a positive and professional manner.

Education:

A bachelor’s degree in business administration, healthcare administration, or similar disciple preferred. Healthcare leadership experience may be taken into consideration in lieu of a degree.

Experience:

• A minimum of 3 years’ experience in a medical office setting
• Experience with fiscal management.
• Knowledge of practice management applications, comfort using Microsoft office and other web-based systems.
• Ability to be a critical thinker, problem solve, and multi-task.
• Knowledge of medical billing, coding, collections.

Performance Requirements:

Knowledge:

• Knowledge of supervision.
• Knowledge of healthcare technology, equipment, and supplies.
• Knowledge of chart/medical record documentation requirements and federal/state laws related to release of health care information.
• Knowledge of business office procedures.
• Knowledge of customer service principles and techniques.
• Knowledge of computerized scheduling systems.
• Knowledge of grammar, spelling, and punctuation.

Skills:

• Skill in establishing and maintaining effective and pleasant working relationships with staff, patients, and the public.
• Skill in using computers and computer systems (hardware and software).

Abilities:

• Ability to project a pleasant and professional image.
• Ability to communicate appropriately, both orally and written.
• Prevents, calms, or defuses irate patients by working with them to identify issues and concerns.
• Ability to interpret and respond appropriately to instructions.
• Ability to deal calmly with emergency situations.
• Ability to be reliable, responsible, and dependable to fulfill obligations.
• Ability to be flexible and manage change.

Equipment Operated: Standard office equipment including computers, scanners, fax machines, copiers, printers, telephones, etc.

Work Environment: Medical office environment. Involves frequent contact with staff and patients. Exposure to communicable diseases and other conditions related to clinic setting.

Mental/Physical Requirements: Involves sitting for extended periods of time; walking, standing, bending, reaching, and stooping the remainder. Periodic need to lift and carry items weighing up to 40 pounds. Requires full range of motion including manual and finger dexterity and eye-hand coordination. Requires visual acuity and color perception and hearing to normal range. Stress can be triggered by multiple staff and patient demands as well as a noisy work environment.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences. This job description is subject to change at any time due to changes in regulations, policies and/or departmental procedures.